Team
| Name | Role | Active | Assigned stores | Actions |
|---|
Send a message
It pops up on their phone over whatever they are doing, and stays until they tap Got it. Phones check about every 15 minutes, and straight away when the app is opened, so it is not instant. There is no reply -- it is a one-way note.
Sent messages
| To | Message | Sent | Seen |
|---|
Add photographer
Note presets
One global master list of quick-note presets photographers pick from. Order and active state control what they see.
| Order | Body | Active | Actions |
|---|
Add preset
Operations
Run now
Both jobs also run automatically on their own schedule -- this just lets you trigger one immediately.
Recent sync runs
| Status | Started | Duration | Dealers | Vehicles | Error |
|---|
Photo sets
| Vehicle | Status | Photographer | Photos | Delivered | Error | Actions |
|---|
Billing
Dealer groups
Named sets of dealerships. A billable item can be scoped to a whole group instead of one store.
| Name | Members | Active | Actions |
|---|
Billable items
Charges that can be applied to a dealership. A Global item applies to every store; a dealership item applies to just one.
| Name | Code | Price | Scope | Applies to | Active | Actions |
|---|
Dealership billing
Billing profile and invoice recipients for a single dealership.
Billing profile
Invoice recipients
| Label | Active | Actions |
|---|
Revenue
Billed revenue only -- an invoice counts here once it has actually reached QuickBooks (status "Sent to QuickBooks"); queued, in-progress, failed, and voided invoices never count as revenue.
Invoices
| Dealership | Rep | Number | Amount | Status | Date | Actions |
|---|
Revenue charts
Revenue over time
| Period | Revenue |
|---|
Revenue by dealership
| Dealership | Revenue |
|---|
Revenue report
Pick a period, then run the report. "By rep" is for payroll -- who billed what, in this period.
By dealership
| Dealership | Revenue |
|---|
By rep (payroll)
| Rep | Revenue |
|---|
QuickBooks reconciliation
Runs automatically every Monday morning, comparing every invoice we sent against what QuickBooks actually has on file.
Needs attention
| Dealer | Rep | Invoice | Amount | Mismatch | Our value | QuickBooks value | Detected | Action |
|---|
Reviewed
Mismatches you've already looked at and marked as expected -- they no longer count toward "Needs attention."
| Dealer | Rep | Invoice | Amount | Mismatch | Our value | QuickBooks value | Detected | Action |
|---|
Shoot guides
Optional wireframe photo-shooting guides the phone app can overlay while shooting. Turn the whole feature on or off, and review the shot sequence for each body style.
Master switch
Off by default. When on, photographers see the guide overlays in the app.
Add a body-style guide
The name is what photographers pick from in the app, so write it the way they would say it. It also decides the silhouette drawn behind the shot: a name containing sedan or coupe draws a car, SUV or crossover draws an SUV, truck or pickup draws a truck. Anything else gets a neutral outline.
Starts with the standard eleven-shot sequence, which you can then edit. Names are case-insensitively unique.
Wireframes from cars
Each set here came from a car's Create shoot guide from this car button on its vehicle page: every photo traced by AutoClip, in the car's photo order, waiting for you to say where it goes. Pour it onto an existing guide (shot 1 gets drawing 1, and so on) or make a new guide from it, one shot per drawing. A new guide starts inactive so you can tidy the labels first.
Body-style guides
Each guide is an ordered shot sequence. Edit a label, change the silhouette, reorder, or add and remove shots -- every change saves immediately. Deactivate a guide to take it out of the app's picker without deleting it.
Wireframe images must be PNG (or WebP/SVG) exported with a transparent background. A JPEG cannot store transparency at all -- it will cover the camera with a solid rectangle, and any transparent area in your artwork arrives as the editor's grey checkerboard baked into the picture.
Size: 2000 × 1200 px, a 5:3 ratio -- the same proportions the app's built-in outlines are drawn in, so your art lands in the same place. The image is scaled to fit and centred, so a different ratio still works, it just sits smaller. Trim the canvas to the drawing: empty margin is scaled with it and shrinks the vehicle. Light or white lines read best -- the art keeps its own colours and is drawn at about 78% opacity over the live camera.
Body styles in inventory
What the feeds actually call the cars on the lots. Useful for deciding which guides are worth writing -- but these names are not matched to guides automatically; photographers choose a guide themselves when they start shooting.
| Body style | In stock | All time |
|---|
Coverage by store
What each store's live inventory would resolve to. Cars with no guide are listed first, biggest group at the top -- that ordering is the point of the report, so the gaps are what you see rather than what you scroll past.
| Make | Model | In stock | Guide | Matched on |
|---|
Why would this car get that guide?
Runs the real resolver and shows every guide that matched, best first. The top row is the one the app would use; the rest is what it beat and why -- which is the answer to “why did this car get that guide” without anybody reading code.
Leave a field blank to say the feed sent nothing for it -- which is the normal case for body style, and worth trying: it is empty on most live cars.
| Rank | Scope | Guide | Matched on | Shots |
|---|
Integrations
Connections between the Lot Hub and other Pine Belt systems.
QuickBooks Online connection
Connect the Lot Hub to your QuickBooks Online company so approved invoices can be sent there later. This only sets up the connection -- invoices aren't sent from here yet.
Match dealerships to QuickBooks customers
Pick which QuickBooks customer each Lot Hub dealership's invoices should go to. A dealership left unmatched can still be used, it just has no QuickBooks customer yet.
| Dealership | QuickBooks customer |
|---|
Reconciliation email
Get the weekly QuickBooks reconciliation summary emailed to you every Monday morning. It sends through your own autoclip.co server -- no outside service and no key to manage.
This sends from your own website server, so there's nothing to sign up for. Just set who it should go to and click Save, then "Send test email" to confirm it arrives.
LESA connection
The Lot Hub uses this token to talk to LESA -- reading inventory today, and sending exports to LESA soon. Only an admin can set or rotate it.
AutoClip connection
The Lot Hub uses this key to read inventory from AutoClip. Only an admin can set or rotate it.
AutoClip photo webhook
AutoClip calls this address when it finishes a photo, and Lot Hub swaps that one photo in place. Give AutoClip both the address and the password below. Unlike the AutoClip key above, this password is shared with AutoClip, so you can read it here whenever you need to hand it over again.
Hidden until you choose to show it. Send it to AutoClip over something secure -- not email.
Dealers & stores
Sync the dealer list from AutoClip to match each Lot Hub store to its AutoClip dealer. Once a store is matched you can turn on Send to AutoClip -- that is the switch that matters, and it is all most stores need. AutoClip mode is a different and much rarer thing: it means reading a store's INVENTORY from AutoClip instead of from a CSV or LESA import, and almost no store does that any more. It is not required for sending photos. Syncing never turns any store on by itself.
| Store | AutoClip dealer | AutoClip mode | Send to AutoClip |
|---|
Checklist
Steps the system cannot check for itself, because they happen somewhere else -- a setting in another product, a phone call, a form someone signs. Every store gets this list, and each store ticks its own off in the Setup chip beside the dealership selector. Everything else on that chip checks itself and is not listed here.
| Order | Step | Section | If not done | Active | Ticked by | Actions |
|---|
Add a manual step
Only for things nothing in LotHub can observe. If the answer is already in our data, it belongs as a real check instead -- tell me and I will write one, because a check that proves itself never goes stale.
Add dealership
Create a brand-new dealership that isn't in LESA yet -- for example, one whose inventory you'll bring in from a CSV file. This only sets its name; add its address, phone, and billing details afterward.
New dealership
Dealer Settings
Choose where each store's inventory list comes from. Most stores should stay on AutoClip (the default). Switching a store to LESA (direct) means inventory for that store comes straight from LESA instead of AutoClip. This is reversible at any time.
Links that cover several dealers
The same missing-photos report, but one link covering whichever dealers you choose, with a dealer filter on the page. Use it for a group owner or a manager who looks after more than one store. These are separate from each store's own link: turning one off here changes nothing for the stores it covers.
Stores
Choose a dealership with the picker in the header, then use the tabs above to work on it. Overview is a plain-English, read-only summary of what actually happens for that store today. Imports is where its inventory and photos come from, Exports is where they are sent, and Settings is where you change any of it.
All stores
Import settings
Everything about getting inventory files IN: where they arrive, how their columns map onto our fields, and what happened on each run. Build one column-mapping template per feed provider below, then bind each CSV dealer to a template from that dealership's Settings. Sending files OUT to a dealer's own systems lives under Export settings.
Unattached files
Files dropped into the shared folder that couldn't be matched to exactly one dealer land here instead of being silently lost. Fix the dealer's "Drop filename tag" in Dealer Settings (or the file's name), then have it dropped again -- once it's handled, dismiss it below.
| Filename | Arrived | Size | Reason | Status | Actions |
|---|
Drop folder connection
This secret lets the shared drop-folder watcher on the server authenticate to the hub when it forwards a dealer's dropped file. Set it once here, then use the same value when that folder watcher is wired up.
Mapping templates
A template maps a feed provider's column names onto LotHub's vehicle fields -- build one per provider (e.g. HomeNet, vAuto) and every dealer on that provider inherits it. This does not read or import any file; it only stores the mapping for later use.
| Name | Provider | Fields mapped | Active | Actions |
|---|
New template
A free label for the feed provider this template is for.
For each field, enter the exact column header name this provider's file uses for it. Leave any field blank if this provider's files don't have it.
Import history
The most recent file checks across every CSV dealer.
| When | Dealer | Mode | File size | Rows | Status |
|---|
Export settings
Everything about sending inventory OUT. A layout decides which columns a file carries; a destination decides which cars go, where the file lands, and how often. A dealership's own destinations are also listed in its workspace, under Settings.
Export inventory
Download a dealer's inventory as a spreadsheet. Build named layouts to choose which columns go out and what they're called; photo columns export your own hosted image link.
Export destinations
Set up each company you send inventory to: pick a saved layout, a delivery folder, how often to send, and whether to send every car every time or only cars whose photos changed since that company was last sent.
| Company | Layout | Scope | Mode | Schedule | Active | Last run | Password | Actions |
|---|
Window stickers
Design window-sticker templates here. Photographers print them from the phone app. Templates render from decoded build data -- decode a VIN below to give a template real data to preview against.
DataOne credentials
Enter the DataOne Software API keys used to decode VINs into build data. Stored encrypted and never shown again. Without them, decoding and sticker previews will fail.
Templates
| Name | Doc type | Scope | Active | Updated | Actions |
|---|
Edit template
Buyers guides are managed in the Warranties section below. An addendum is the add-on label for a NEW vehicle — it prints on 3.75 x 10.5 in stock and needs no decoded build data, so the only fields it can show are the ones on the vehicle itself (VIN, stock, year/make/model, MSRP) plus the store’s add-on lines and the final price. Set up the items and packages under Setup → Addendums.
On a vehicle marked Certified, this template is used instead of the dealer's regular window sticker (falling back to the regular one if there's no certified template).
Leave blank for a normal template. Fill it in and this template STOPS being the everyday default for the dealer or group above — it is used only for cars whose stock number ends that way, and every other car falls back to whatever template covers that store next. If nothing else covers it, those cars would get NO window sticker at all, and saving is refused rather than allowed to do that quietly. Capital letters don't matter; spaces aren't allowed. Not available on global templates. On a Certified vehicle a certified template still wins over this rule.
Layout
Drag an element to move it; drag the bottom-right handle to resize. Click to select and edit its properties. Canvas is the printed Letter page at half scale.
Elements
Properties
Select an element to edit its properties.
Preview
Preview opens the printed sticker in a new browser tab, using a real vehicle's data.
Decode a VIN
Fetch and store DataOne build data for a VIN so a sticker can render from it.
Buyers Guide Alignment
Position the fields on the federal Buyers Guide form. Pick a background below, then drag each box onto the printed form -- drag the bottom-right handle to resize. This only moves and sizes the fixed set of fields; it does not add or remove any.
Drag a box to move it; drag the bottom-right handle to resize. Click to select and edit its position. Canvas is the printed page at half scale.
Slot
Select a slot on the canvas to edit its position and size.
Warranties
Rules that decide which Buyers Guide prints for a vehicle: the Manufacturer warranty and the As-Is catch-all are built in and always exist. Custom warranties you add here are checked in Rank order (lower rank checked first); As-Is prints if nothing else matches.
| Name | Type | Background | Scope | Rank | Active | Actions |
|---|
New warranty
New warranties are always Custom. Manufacturer and As-Is are built in and can't be retyped.
Text on the form
Who it applies to
Vehicle criteria (leave blank for no limit)
Addendums
The add-on lines a store prints on a NEW vehicle's addendum label: individual items, and the packages that decide which items print together. The label itself is drawn in Setup → Stickers, as an New vehicle addendum template on 3.75 × 10.5 in stock.
Pick a dealership
Items and packages belong to ONE store -- there is no global addendum catalogue, because the prices are the store's own.
Dealer installed options
One printed line each, in the Order below, in the label's tall DEALER INSTALLED OPTIONS area. Deactivating an item hides it from new packages and from the phone's picker but keeps the row, so an addendum already printed and sitting on a windscreen still points at something real.
| Order | Name | Price | In packages | Active | Actions |
|---|
Packages
A package is a price plus the set of item lines that print with it. The price is deliberately not the sum of those lines -- a package is priced as a package -- so the Items total column is shown only for eyeballing against the price. Exactly one package per store can be the DEFAULT: the one the phone offers first.
| Order | Name | Price | Items total | Prints these lines | Active | Actions |
|---|
What the label's money column will read
The right-hand price column of the pre-printed form, worked through for a sample MSRP using the store's default package. Change the MSRP to any figure you want to sanity-check.
Dollars, up to 2 decimal places. Not saved anywhere -- it is only here to work the sum.
| Line as printed | Amount |
|---|
Inventory
The LESA live inventory (source of truth) for this store. Filter and search below, then click any row for full details.
Find a car in any store
Have a stock number or VIN but don't know which store the car is at? Look it up across every store. We'll switch you to that store and open the car.
Have our photos reached the dealer's feed?
What the store's own import feed last said about each car's photos, beside what we hold. If we shot 30 and their feed still lists none, our work is not on their site yet. Scoped to the dealership picked in the header, or the whole fleet when none is.
Hand-added cars
Cars a photographer added from the app instead of receiving from the store's feed. Every store is listed, most doubtful first. A hand-added car can be deleted; any car can be marked sold.
Vehicles
| Photo | Stock # | Vehicle | VIN | Cond. | Miles | Price | Photos | Photos updated | Days | Status | LESA |
|---|
Vehicle
Recent photo activity
The latest photo uploads sent from the app, newest first. Reordering or removing photos on a car that already has them won't add a new row here -- this list is specifically new photos uploaded from the app.
Photo uploads
| When | Car | Store | Photos | Status | Rep | Action |
|---|
LESA activity
Every attempt to send photos to LESA, newest first -- what was sent and what happened. This log starts tracking from when this feature went live; it does not include anything from before that.
Delivery attempts
| Time | Car | What happened | Photos | Photographer | How |
|---|
Payroll
One Sunday-through-Saturday week per pull. Opens on last week, the week you would run on a Monday morning. Hours and miles come from clocked shifts, revenue from what was billed for the work, XM from radios activated in the app.
Week
Any date you pick snaps back to that week's Sunday, so the week is always a whole week.
| Photographer | Days | Hours | Miles | XM | Revenue |
|---|
Click a photographer's name for their day-by-day shifts, with in and out times, odometer readings and corrections.
Shift detail
Every day of the week, one line per clocked shift. Times are Central. A day with vehicles recorded but no shift is called out, because that is usually a missed clock-in. Edit a closed shift to correct its times or odometer; a reason is required and every correction stays listed under the shift, with who made it.
| Day | Clock in | Clock out | Hours | Odometer start | Odometer end | Miles | Vehicles | Revenue | Notes and corrections | Edit |
|---|
Photographers
Per-photographer, per-day activity computed from photos already captured in the field -- no separate tracking. Stage 1 uses photo timestamps only (staged_photo_records / staged_photo_record_items); a future stage may add other in-app activity.
Install the app
Android only, and installed by download rather than from the Play Store — the phone will ask permission to install from this source the first time. Open this link on the phone. It always serves the current version; once installed, the app updates itself from Settings → About & Updates.
https://autoclip.co/lothub-9f3k7q/LotHub.apk
Daily activity
Defaults to the last 14 days. Range cannot exceed 92 days.
| Photographer | Days active | Vehicles | Lots/day | Avg/vehicle | Photos/veh | Stills | Veh/hr (avg) | Veh/hr (working) | Hours | Miles | $ | $/hr |
|---|
| Photographer | Week | Days | Vehicles | Stills | Working | Veh/hr (working) | Hours | Miles | $ | $/hr |
|---|
| Photographer | Day | Vehicles | Lots | First action | Last action | Workday | Avg/vehicle | Photos/veh | Stills | Veh/hr | Working | Veh/hr (working) | Busiest store | Clocked | Miles | $ | $/hr |
|---|
Device reports
Sent by a photographer from Settings → Send diagnostics. Find one by who sent it and when — no reference code needed. Newest first, last 200.
| When | Photographer | What they said | App | Network | Waiting | Problems | Detail |
|---|
Snapshot
How much work happened, with the same length of time before it for comparison. Periods are Central time and are worked out on the server, so the heading, the totals and the comparison always agree about when the day started.
Server health
What the server looked like the last time it checked in. It measures itself every five minutes and pushes the result here -- so if the time below stops moving, the box or its schedule is the problem, not this page.
What this project costs
Supabase's rate card against what this database can measure about itself. A line this project cannot see from the inside is marked "not measurable here" rather than shown as zero -- egress most of all, which is the line most likely to carry the real money.
AutoClip ID check
A one-time, one-store-at-a-time check that matches each of our photos to AutoClip's own copy of that same picture, position by position, WITHOUT changing anything on AutoClip's side or causing any charge. Pick a store below to see its latest check.
Pick a store
Latest check results
AutoClip's own picture links only stay usable for a little while, so opening a matched car below fetches a fresh copy of AutoClip's pictures for that car automatically.
Matched cars
Cars that don't match
These cars were held back from the match because our photo count didn't line up with AutoClip's, or AutoClip doesn't have this car at all. Open a car below to see our photos and AutoClip's current photos side by side, so you can spot which picture is extra, missing, or out of order.
Needs attention
| Car | What happened | Our photos | AutoClip photos | Detail |
|---|
Walkaround videos
The finished walkaround video for each car -- one per car, newest first. Cars whose clips are still being combined show a "being combined" badge and become playable here once ready.